OpenText Core Signature - OpenText Legal Hold Integration and Automation

Common Integration Use Cases Between OpenText Core Signature and OpenText Legal Hold

1. Signed contract preservation when a legal hold is triggered

When a contract is fully executed in OpenText Core Signature, the final signed PDF, audit trail, and related metadata can be automatically transferred to OpenText Legal Hold if the agreement becomes subject to litigation or investigation. This ensures the executed version is preserved and cannot be deleted or altered during the hold period.

• Direction: OpenText Core Signature to OpenText Legal Hold
• Business value: Protects critical signed agreements and reduces legal risk from accidental deletion
• Typical users: Legal, compliance, contract management

2. Hold-aware signing workflow for high-risk documents

Before a document is routed for signature, OpenText Legal Hold can provide hold status checks to confirm whether the document, matter, or custodian is under preservation requirements. If a hold exists, the signing workflow can be paused, redirected, or flagged for legal review to avoid unauthorized changes to preserved records.

• Direction: OpenText Legal Hold to OpenText Core Signature
• Business value: Prevents process conflicts between operational approvals and legal preservation obligations
• Typical users: Legal operations, records management, contract administrators

3. Automatic preservation of signature evidence and audit trails

Each signed transaction in OpenText Core Signature generates valuable evidence such as timestamps, signer identity, IP details, and completion logs. Integration can push this evidence package into OpenText Legal Hold when a matter is opened, ensuring the full signing record is retained as defensible evidence for eDiscovery and regulatory review.

• Direction: OpenText Core Signature to OpenText Legal Hold
• Business value: Strengthens legal defensibility and simplifies evidence collection
• Typical users: Litigation support, compliance, legal counsel

4. Custodian notification for pending signature activity

If a custodian involved in a legal matter has pending signature tasks in OpenText Core Signature, OpenText Legal Hold can notify legal teams so they can assess whether the activity should proceed, be monitored, or be included in the hold scope. This helps avoid missed preservation obligations when business users are still actively approving documents.

• Direction: OpenText Legal Hold to OpenText Core Signature
• Business value: Improves visibility into active business processes involving held custodians
• Typical users: Legal hold administrators, HR, procurement, finance

5. Preservation of onboarding and HR signed records under investigation

In HR or customer onboarding scenarios, signed forms such as employment agreements, policy acknowledgements, or consent documents can be automatically placed under legal hold when an employee, customer, or case becomes relevant to an investigation. This ensures the signed records and associated workflow data remain intact for review.

• Direction: OpenText Core Signature to OpenText Legal Hold
• Business value: Supports compliance investigations without disrupting front-line digital workflows
• Typical users: HR, compliance, legal, onboarding teams

6. Matter-based retention of executed agreements and related correspondence

When a legal matter is created in OpenText Legal Hold, the system can identify executed agreements from OpenText Core Signature that are associated with the matter, then preserve them along with related approval records. This creates a complete matter file that includes both the final signed document and the evidence of how it was approved.

• Direction: Bi-directional
• Business value: Creates a complete and defensible matter record for litigation and audits
• Typical users: Legal, records management, eDiscovery teams

7. Release of holds after signature-driven obligations are completed

Once a signed document has fulfilled its legal or contractual purpose, OpenText Core Signature can notify OpenText Legal Hold that the transaction is complete and no longer requires preservation under a specific matter, subject to legal approval. This helps legal teams manage hold lifecycle more accurately and avoid unnecessary retention.

• Direction: OpenText Core Signature to OpenText Legal Hold
• Business value: Reduces over-retention and improves hold lifecycle governance
• Typical users: Legal operations, compliance, records administrators

8. Centralized reporting on signed documents under hold

Integration can provide a combined view of documents signed through OpenText Core Signature that are currently under legal hold in OpenText Legal Hold. This allows legal and business leaders to monitor volume, matter status, custodian impact, and preservation coverage from a single reporting layer.

• Direction: Bi-directional
• Business value: Improves oversight, audit readiness, and cross-team coordination
• Typical users: Legal leadership, compliance, audit, enterprise records teams